ProDon:Importation Modules

General Explanations

The modules are all grouped in a single location. You can analyze your data before confirming the import to detect any errors that might have slipped into the data. Because the modules are independent, you will only be able to access features offered by the module(s) that you own.

Importing is generally performed from an Excel file saved in .CSV format. Because this file type uses a semicolon (;) as a delimiter, you must ensure that the data do not contain semicolons. Import of .TXT files is also supported, but if you use this file type you will need to indicate both the delimiter that separates data entries as well as the text qualifier that indicates the beginning and end of an entry.

The first row in the file contains column headers. To facilitate the process, the headers should match the labels or abbreviations used in the relevant sections.

Labels are not case-sensitive and do not take accented characters into account, except for the cedilla (ç).

The contents of the Specific Properties column are clickable and point toward an explanation.

The required fields for each type of import are indicated above the corresponding list in the field list.

List of fields that are shared by all modules

Shared fields are used mainly to link a file that you wish to import to your database. If both fields contain data, the UCN will take precedence.

Full Label	Abbreviation 1	Abbreviation 2	Possible Values	Maximum Length	Specific Properties
UCN	NoClient	NoCli	Existing client number	7
ReferenceNo	Ref.	RefNo		25

Client import and update model

This module meets a wide range of needs. It is mainly used to create or correct extensive numbers of clients in your database. It is frequently used in conjunction with the transaction and commitment import modules (see the corresponding sections for more information).

Required fields for creating a new client

CliName OR CliCompany

AND

CliCharacteristicLabel (if characteristics are required for clients in ProDon)

Required fields for detecting duplicates

(CliFirstName AND CliName) OR CliCompany

AND

CliAddress

AND

CliPostalCode

Required fields for creating contacts

ConOperation

AND

ConLink

Required fields for creating links

UCN2 OR ReferenceNo2

AND

LinkOperation

AND

Link

You can view the complete list of client, contact and link fields, as well as their specific properties.

Transaction import module

When used by itself, the transaction import module allows you to create transactions for clients that already exist in ProDon and requires that you use the UCN or ReferenceNo field in order to link each client to the corresponding transaction being created. If you have the client import module, you can replace the UCN or ReferenceNo field with a series of client fields. This will enable the system to retrieve a given client if it already exists or to create the client if it does not already exist.

Receipts can only be imported into transactions that already exist in ProDon.  Caution:  if you import a receipt into a transaction that already has one, the import will overwrite the existing receipt.

Required fields for creating transactions

(UCN or ReferenceNo) OR (((CliFirstName and CliName) or CliCompany) AND (CliAddress and CliPostalCode))
AND
TrxOccasionCode
AND
TrxActivityCode (if marked as required in the selected occasion)
AND
TrxGLCode (if marked as required in the activity AND no account is selected in the activity)
AND
TrxGiftAmount OR TrxQuantity
AND
TrxPaymentMethod AND related fields if payment is electronic (card number, account number, RIB key, etc.)
AND
TrxCharacteristicLabel if characteristics are required for the transactions

Required fields for creating receipts

RecTrxNo

AND

RecRecdNo

You can view the complete list of transaction and receipt fields, as well as their specific properties.

Commitment import module

When used by itself, the commitment import module allows you to create commitments for clients that already exist in ProDon and requires that you use the UCN or ReferenceNo field in order to link each client to the corresponding commitment being created. If you have the client import module, you can replace the UCN or ReferenceNo field with a series of client fields. This will enable the system to retrieve a given client if it already exists or to create the client if it does not already exist..

Required fields for creating an "Objective"-type commitment

(UCN or ReferenceNo) OR (((CliFirstName and CliName) OR CliCompany) AND (CliAddress et CliPostalCode)
AND
CommType
AND
CommCharacteristicLabel if characteristics are required for commitments

Required fields for creating an "Automatic"-type commitment

(UCN or ReferenceNo) OR (((CliFirstName and CliName) OR CliCompany) AND (CliAddress and CliPostalCode))
AND
CommOccasion
AND
CommActivity (if marked as required in the selected occasion)
AND
CommCodeGL (if marked as required in the activity AND no account is selected in the activity)
AND
CommMethodPayment
AND
CommCharacteristicLabel if characteristics are required for commitments

You can view the complete list of commitment fields, as well as their specific properties.

Import Configuration and Process

This section presents the different import configuration screens as well as a general overview of the steps in the import process.

To enter import management, select the Configuration menu and then Import.

Click to create a new import template.

All fields are required except for the checkboxes and the note.
Click to specify the location of your source file.	The system names your import template after your source file.
The available types depend on the modules that you own. Select the type of import that you wish to perform.	This field indicates the column separator used in the Excel file.
This field indicates the text qualifier used in the Excel file.	The date format specified here must be used globally for all dates in the Excel file.

When you click , you will access one or more option dialog boxes (depending on which modules are active and the type of import that you have selected).

A: The commitment options enable you to specify which items you wish and do not wish to create. The two last options enable you to create pending transactions rather than commitments if only one payment is involved, and also to specify the payment method to be used.

B: The transaction options enable you to force the creation of certain items.

C: The client options include several tabs.
The Import tab enables you to specify which processes will be performed by the module.	The Duplicates tab enables you to add detection of additional duplicates to the base detection.
The Create tab enables you to force the creation of certain items.	The Case tab enables you to harmonize the use of capital letters. The first letter of nearly all words will be capitalized and the others will be lower-case.

When you click (in the Add imports window), a window opens in which you can map the fields in the Excel file to the fields in the database. This feature is useful if it is not possible to change the column headers in the source file or if you want to detect possible nomenclature errors.

This window enables you to map the columns in your spreadsheet file to the corresponding fields in ProDon file.
The « Source » column designates the column headers in the Excel file.	The « Destination » column designates the fields in ProDon.
The « Constante » column enables you to specify the value to be used when a given spreadsheet row is empty.	The button allows you to add destination fields even if the spreadsheet contains no corresponding columns and to specify the value to import into ProDon.
The column containing the characteristic value must be mapped to the destination field "CharacteristicLabel." The note and the start and end dates must be mapped to the destination field "Attached to CharacteristicLabel."

A: Click this button to load the data from your Excel file in a temp table in ProDon. This button activates buttons B and C.

B: Click this button to delete an erroneous or completed import.

C: Click this button to display the list of imported data. This feature allows you to analyze the data to see if you are satisfied with the import.

Clicking causes the following window to open.

This window allows you to view each column for each client that will be imported.

Clicking  launches a preliminary analysis. This step allows you to verify the integrity of your data.

ProDon compares the data to be imported with the contents of your current database.

Notes will be entered into the appropriate boxes if potential duplicates, errors or other warnings are encountered.

Color coding allows you to quickly identify problematic clients.

Status	Description
	There is an error for this client.
	Everything is OK.
	There is a warning.
	There is a validated warning.

If you double-click a row, the following window opens.

A: A summary of the client record. The buttons to the right of "UCN/ Line no." allow you to manually assign a duplicate to a record.	B: If there is a potential duplicate, a summary of the other record is presented here.
C: A list of all other fields as well as the information they contain.

Clicking (in the loaded data window) begins the process of importing the data into your current database. (in the loaded data window) begins the process of importing the data into your current database.  CAUTION: THIS PROCEDURE IS IRREVERSIBLE.

Utilities available upon request

• Automatic import utility: the automatic import utility is a console program that is called from a scheduled Windows task to perform automatic importations.
• FTP download utility: allows the downloading of files from an FTP server (for example, to perform automatic importations).

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Document name: ProDon:Importation Modules

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